Reservoir Management - Privacy Notice

Data Controller:

• Telephone: 028 8676 8342
• Email: reservoirs.registry@infrastructure-ni.gov.uk

Why do you need my personal information?

The Department processes your personal information to facilitate communications with you as a potential “reservoir manager”, as determined by the Reservoirs Act (Northern Ireland) 2015. This helps us keep you informed of relevant reservoir safety information that may assist you in your common law responsibility to prevent injury to land and/or persons from flooding arising from your failure to control the reservoir, or the part of the reservoir you manage.

We process your personal data lawfully under Article 6 (1) (e) of the UK General Data Protection Regulation. Article 6 (1) (e) relates to the lawful processing of personal data necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

What categories of personal data are you processing?

Personal data, including your:

• name
• postal address
• email address
• landline telephone number, mobile telephone number and emergency numbers

Do you share my personal data with anyone else?

The information that you provide will be securely stored and will be accessible to the Department and its appointed engineers. It will be accessible upon request by other Government Departments, for example, Departmental Solicitors and LPS.

In addition, the Department may also use the information for other legitimate purposes in line with the Data Protection Act 2018, Freedom of Information Act 2000 and Environmental Information Regulations 2004. These include:

• management of land and other environmental controls
• the prevention and detection of fraud or maladministration
• compilation of maps and statistics
• disclosure to other organisations when required by law to do so; and
• disclosure under Freedom of Information Act 2000 or the Environmental Information Regulations 2004 where such disclosure is in the public interest and is not contrary to guidance within the National Protocol for the Handling, Transmission and Storage of Reservoir Information and Flood maps.

How long do you keep my personal data?

We will retain your personal information for seven years from the date you inform us that you are no longer a reservoir manager. Thereafter, your data will be confidentially destroyed.

What are your rights with respect to your personal information?

You have the right to:

• obtain confirmation that your data is being processed, and access to your personal data;
• have personal data rectified if it is inaccurate or incomplete;
• have your personal data erased and prevent processing in specific circumstances;
• to ‘block’ or suppress processing of personal data, in specific circumstances;
• you have the right to object to the processing, in specific circumstances.

How do I complain if I am not happy?

If you are unhappy with any aspect of this privacy notice, or how your personal information is being processed, please contact the Departmental Data Protection Officer at:

• Telephone: 028 9054 0806
• Email: dfigdpr@infrastructure-ni.gov.uk

If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Email: casework@ico.org.uk
• Website: https://ico.org.uk/global/contact-us/

If this document is not in a format that meets your needs, please contact us. We will be pleased to provide additional copies of this document in accessible formats. We will also consider any requests for the document to be produced in alternative languages.

You can contact us by writing to us at the address below or by:

• Email: reservoirs.registry@infrastructure-ni.gov.uk
• Telephone: 028 8676 8342
• Text relay prefix (18001)

Last updated June 2024